Understanding and Managing Users

Overview

Users are individuals who have access to specific areas of your RentalWise account based on their assigned role. Unlike Admins, Users are generally considered "outside the company" and have a more restricted set of available permissions. Common examples include property homeowners, cleaners, maintenance personnel, service vendors, and travel agents.

This guide explains what Users are, when to use them, and how to add and configure User accounts including Travel Agent settings.

Prerequisites

• You must be logged in as an Admin with permissions to manage Users

• You need the email address and relevant details of the person you want to add

When to Add Someone as a User

Users are the recommended account type for most people who need access to your RentalWise account. Add someone as a User if they are:

RentalWise Recommendation: Internal employees such as sales teams, concierge teams, and accounting teams can be configured as either Admins or Users. However, we recommend adding them as Users unless they require access to the Websites module or master platform settings. This provides better security boundaries while still offering robust functionality.

Step-by-Step Instructions

Step 1: Navigate to User Settings

1. Click on Settings in the main navigation menu

2. Select Users from the settings menu

Step 2: View Existing Users

The Users page displays a list of all current Users on your account. For each User, you can view:

• Name

• Email address

• Assigned role

• Additional profile information

Step 3: Add a New User

1. Click the Add User button

2. Enter the User's information:

Basic Information:

• Role — Access of the user

• Name — Full name of the user

• Email — Must be unique (not already used by an Admin or another User)

• Phone — Contact phone number (optional)

• Address — Physical address (optional)

• VAT Number — For invoicing purposes if applicable (optional)

1. Assign a Role from available User roles:

   • Homeowner — For property owners whose properties you manage

   • Operations — For cleaners, maintenance, and service staff

   • Travel Agent — For booking partners and travel agents

   • Custom roles — Any User roles you have created

2. Click Save or Create

Step 4: Configure Travel Agent Settings (If Applicable)

If the User is a Travel Agent, additional configuration options are available:

1. Locate the User in your Users list

2. Click to edit their profile

3. Navigate to the Travel Agent Settings section

4. Configure:

   • Commission rates

   • Mark-Up terms

Step 5: Assign Properties to Users

For roles like Homeowner or Operations, you may need to specify which properties or Jobs the User can access:

1. Edit the User's profile

2. Locate the Property Scope or Job Assignment tabs of the user to see current access

3. Configure their access level:

Pre-Configured User Roles

Note: All pre-configured User roles can be customized, and you can create additional custom User roles in Settings → Roles.

Understanding User Permissions

User roles have granular permissions that control what each User can see and do. Key permission categories include:

Properties:

• View properties, availability, rates, content, jobs, reviews, configuration

• Manage availability, rates, content, jobs, reviews, configuration

Bookings:

• View bookings (with various scope filters)

• View/manage guest info, pricing, financials, check-in, documents

• Create, update, confirm, reject, cancel bookings

Operations:

• View and manage booking jobs and tasks

• Mark tasks complete or report issues

Communications:

• View and manage inbox

• Send and reply to messages

For detailed information on customizing these permissions, see Customizing Roles and Permissions.

Important Notes

Users vs. Admins

• Users have access to a defined set of features based on their role

• Users cannot access the Websites module or master platform settings

• Admins have broader access capabilities and can be granted access to any platform feature

• User roles and Admin roles are completely separate and do not overlap

Email Uniqueness

Each email address can only be associated with one account in RentalWise. A person cannot be both an Admin and a User—they must be one or the other.

Booking Scope Filters

User roles include "Booking Scope" settings that filter which bookings a User can see:

Related Articles

• Understanding and Managing Admins in RentalWise

• Customizing Roles and Permissions

Last updated: April 21, 2026